How to Document Unit Condition to Protect Your Deposit

Documenting the condition of your rental unit is one of the best ways Alberta tenants can protect their security deposit and avoid disputes. This guide explains practical, tenant-focused steps—what to photograph, how to complete move-in and move-out condition reports, how to request or prepare for inspections, and how to keep receipts and records that prove you returned the unit in good condition. You will also learn when to use official forms, how to ask for an inspection, and how to start a dispute if deductions are unfair. The language is plain and aimed at renters who need straightforward, actionable advice for inspections, evidence collection, and working with landlords or the tribunal.

Documenting at move-in

Begin right away: inspect every room with your landlord or agent, note existing damage, and ask for a copy of any move-in checklist. For a step-by-step approach, see Guide to the Initial Rental Property Inspection for Tenants.

• Take clear, wide photos of each room, including close-ups of any marks or damage.
• Record short videos walking through the unit and narrate locations and issues.
• Complete a written move-in condition report and sign it with the landlord; keep a dated copy.
• Note the security deposit amount, where it is held, and any agreed deductions.

Documenting during tenancy

Keep a running record of repairs, maintenance requests, and communications. If you report issues, follow up in writing and keep copies of receipts for any repairs you arrange with the landlord's permission.

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• File maintenance requests in writing and save acknowledgement emails or messages.
• Keep dated receipts for cleaning, repairs, or replacements you paid for.
• Note contact names, dates, and outcomes of phone calls about repairs or inspections.

Preparing to move out

Before you leave, request a pre-move-out inspection or walkthrough with the landlord to identify issues you can fix and avoid unfair deductions. Review expectations about cleaning, keys, and damage versus normal wear and tear. For last-minute checklists see The Final Inspection: What Tenants Need to Know Before Moving Out.

• Schedule the walkthrough well before your lease end date.
• Retake photos and videos showing the unit's condition the day you return keys.
• Return keys and record the date and time you handed them over.
• Ask for an itemized list of any proposed deductions and request receipts.

Dealing with deposit disputes

If you disagree with deductions, gather your move-in and move-out evidence, receipts, and written communications. In Alberta the Residential Tenancies Act governs deposit rules and the Residential Tenancy Dispute Resolution Service handles disputes.^[1][2] Use the official application form to start a claim if needed.^[3]

For general information about how deposits work, see Understanding Rental Deposits: What Tenants Need to Know.

FAQ

How long should I keep move-in photos and records?

Keep photos, videos, and receipts for at least one year after your tenancy ends, or longer if a dispute is ongoing.

Can a landlord deduct for normal wear and tear?

No. Alberta landlords cannot deduct for reasonable wear and tear; deductions must be for damage beyond normal use with evidence.

What if the landlord refuses a pre-move-out inspection?

If a landlord refuses, document the refusal in writing, keep your own evidence, and consider filing with the RTDRS if deductions follow.

How-To

1. Take dated photos and short videos of every room and problem area.
2. Fill out a written move-in or move-out condition report and get a signed copy.
3. Share copies with your landlord within any required timeframes and keep originals.
4. Keep all receipts and a communication log for repairs, cleaning, and notices.
5. If needed, apply to the Residential Tenancy Dispute Resolution Service with your compiled evidence.

Key Takeaways

• Document condition with photos, videos, and signed reports at move-in and move-out.
• Keep written records of requests, repairs, receipts, and communication with the landlord.
• Act promptly on inspections and deadlines to preserve your rights.

Help and Support / Resources

• Alberta Residential Tenancies overview
• Residential Tenancy Dispute Resolution Service (RTDRS)
• RTDRS application forms and guides

1. [1] Alberta.ca  024 — Residential Tenancies overview
2. [2] Alberta.ca  024 — RTDRS information
3. [3] Alberta.ca  024 — RTDRS forms and applications